UT Austin Group International Travel Approval Process

If you plan to take a group of students or lead a program abroad, you must obtain approval from Texas Global Risk and Safety (GRS) before proceeding. 

If your trip includes destinations included on the UT Austin Restricted Regions list, additional approval by the International Oversight Committee (IOC) is required under the University of Texas System International Travel Policy (UTS 190).

Please email grs@austin.utexas.edu if you have questions about the international group travel process, or if you are unsure if you are required to obtain approval for your planned group travel.

Group Travel Approval Requests

The program or group organizer must complete the Safety Assessment for an International Group Experience (SAIGE) process, and the Restricted Regions Addendum, if applicable. 

  • Group leaders for all programs should check the UT Austin Restricted Regions list prior to completing the SAIGE form; approval for any programs with travel to locations on this list requires completion of the Restricted Regions Addendum (found at the end of each SAIGE form). 
  • Completed requests must be submitted at least three months prior to your proposed departure date.
  • All requests must be typed.
  • Do not book travel, promote the program, or share trip details until final GRS approval is received.

Student Organization Programs

  • Complete your Student Organization SAIGE form and submit it to GRS at grs@austin.utexas.edu.
  • The form must be approved and signed by the Office of the Dean of Students (Student Activities/Student Organization Travel).
  • A finalized Emergency Action Plan and group roster must be submitted no later than 30 days prior to departure.
  • Student organization group travel approvals are valid for one year, regardless of destination.

Employee-Led Programs

New Programs

  • Complete your Faculty and Staff SAIGE form and submit it to GRS at grs@austin.utexas.edu.
  • The department chair or AVP must review and sign the request.  View the current list of UT Austin Deans and Chairs.
  • Submit the finalized Emergency Action Plan and group roster no later than 30 days prior to departure.
  • Approval validity:
    • Three years for travel to destinations not designated as Restricted Regions
    • One year for travel to Restricted Regions
    • Valid only if there are no substantive changes to the program or itinerary

Established Programs (Within the Approval Period)

  • Email GRS as soon as possible grs@austin.utexas.edu if you would like to repeat a program to ensure that Texas Global is aware of and can support all upcoming group international travel plans as needed.
  • Submit an updated Emergency Action Plan and final group roster no later than 30 days prior to departure.

Approval Status, Preliminary Approval, and Late Requests

  • Submitting a request does not guarantee approval.
  • Late submissions may result in delayed approval or denial of the request.
    • If the submission deadline cannot be met due to unforeseen circumstances, include a written explanation with your request.
  • In some cases, GRS may issue preliminary approval, allowing planning and promotion to begin.
    • You must contact GRS 6–8 weeks before the program start date to request final approval.
    • Final approval is based on any changes in circumstances or security conditions.

Traveler Requirements

  • All participants (students and employees) must register their travel either in the UT Austin International Travel Registry (ITR) or in the MyAbroad portal. 
  • Registration automatically enrolls participants in UT's mandatory emergency assistance coverage and Overseas Insurance. 
  • Registration instructions and pre-departure guidance will be provided upon program approval. 

The International Oversight Committee (IOC) may withdraw travel authorization, withhold reimbursement, or take disciplinary action for noncompliance with UT travel policy.